Emporia State University Department of Residential Life Residence Hall Policies & Procedures Living on campus can be a rewarding part of the Emporia State University experience. Our purpose is to work with residents to create an environment for growth and fun, while learning to take responsibility for themselves and the community. We have outlined our policies, to communicate the behaviors that are expected. These polices may be updated and changed throughout the year. If you have any questions about this handbook, contact the Assistant Director of Residential Life, Kayla Smith at ksmith29@emporia.edu.
Guiding Practices for Community Safety We are excited to welcome our new and returning residents to our Residential Life community for the 2020-2021 school year. Our team has implemented thoughtful plans and practices in response to COVID-19. We all have a role in promoting a safe environment for each other All residents can contribute to making the Residential Life experience meaningful and as safe as possible by following the expectations below. Failure to comply with outlined expectations and/or deliberately putting others at risk may impact residency status. Social Distancing • Residents are encouraged to utilize community spaces, within the posted maximum occupancy of the space, while maintaining social distancing. • While residents interact in the community, social distancing of at least 6-feet must be maintained. Face Masks • At Emporia State University we wear masks for each other, this includes in the residence halls. • Masks must be worn in residence hall community areas (lounges, kitchens, hallways, etc.). • Residents do not need to wear a mask in their assigned room or in restroom stalls. Suspension of Guest Privileges • The safety of our residents and communities takes precedence over the privilege to host guests within the residence hall facilities. As a result, our typical guest privileges are suspended until further notice. Below outlines the current modifications to our guest privileges: ▪ A guest is anyone who is not assigned to the designated room and/or residence hall/complex. ▪ You may host only one guest at a time between the hours of 8:00am-10:00pm. Hosting a guest overnight remains prohibited. Resident Guests ▪ Only residents who live in on-campus housing at Emporia State University can be a guest in rooms and/or residential spaces. ▪ Having guests in the room should be discussed and agreed upon with your roommate ahead of time. Any resident of a room has the right to deny guest access to the room and/or ask a guest to leave. ▪ Masks must be worn by you, your roommate, and your guest in the building and in your room while the guest is present. Social distancing must be maintained. ▪ Guests are expected to abide by all campus rules and regulations, and you are responsible for the behavior of your guests. ▪ You must stay with your guests at all times whether in room and/or other common areas with the exception of escorting them within a bathroom. Non-Resident Guests ▪ When accompanied by a resident, non-resident guests will be allowed in the following locations, daily from 8:00am-10:00pm. A resident is limited to one guest in these locations: • Schallenkamp Learning Commons • Towers Main Lobby Page 2 of 23
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures • Abigail Garden Level Residential Life staff will evaluate during the semester to determine if guest privileges can be reinstated. When guest privileges are reinstated, residents will be notified via their Emporia State student e-mail and postings in the residence halls.
Cleaning • • •
Residential Life staff have enhanced cleaning and sanitation for the upcoming year. This includes: staffing the halls Sunday-Saturday, 7am-6:30pm, cleaning bathrooms twice a day and sanitizing commonly touched surfaces with CDC-approved cleaning products. Residents can help keep common areas and bathrooms clean by using cleaning products provided in those areas after using the space (like a gym/fitness center). Residents are expected to maintain cleaning in their personal spaces (sanitizing surfaces, door handles, commonly touched items, etc.)
About Residential Life Mission
To foster Hornet development through residential living that supports the individual and builds community.
Vision
Building a home of connection, belonging, and legacy.
Values
Development: Challenges are opportunities for empowerment and progress. Environment: Maintain an atmosphere of safety and efficiency. Inclusion: We foster inclusive spaces, hire diverse staff, and facilitate learning to inspire belonging and respect that supports each individual. People: Rooted in human dignity, we prioritize serving the basic needs of those in our care. Community: Nurture a mutually shared experience through communication and trust.
Diversity Statement
The Department of Residential Life at Emporia State University values the on-going development of inclusive, affirming, and socially just communities. Each resident and Residential Life team member is acknowledged, validated, and celebrated for their identities and backgrounds. Each member of the residential community has the right to an environment which welcomes, values, and appreciates all members. With this, each member shares in the responsibility to positively contribute towards creating an inclusive community. Through fostering inclusive spaces, hiring diverse staff, and facilitating learning, we hope to inspire belonging, respect, and advocacy that supports each individual. Learning to live in a diverse community can be challenging, but as we learn together we work towards holistic growth with one another.
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures
Community Expectations
Philosophy of Resident Rights & Responsibilities • You have the right to know what is expected of you within the residence halls. You have the responsibility to read and understand the information provided to you by the University, including the Residence Hall Handbook, Student Handbook and all other University policies and procedures. •
You have the right to make your own choices. You have the responsibility to ensure those choices do not infringe upon the rights of others or violate Residential Life or University policies. These policies support the educational mission of the University and promote a safe and comfortable environment.
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You have the right to a secure environment. You have the responsibility to keep your building and room secure, by maintaining your room key and Hornet Card, and to prevent strangers from accessing the building. Your room key and Hornet Card should never be given to anyone.
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You have the right to seek assistance from Residential Life, ESU Police & Safety, or any other University staff with concerns regarding your living environment. You have the responsibility notify staff in a timely manner when a concern exists and to cooperate while staff work with you.
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You have the right to be treated with dignity and respect. You have the responsibility to acknowledge the value of others and to learn from others while we build inclusive communities.
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You have the right to be able to sleep and study in a reasonably peaceful and quiet space. You have the responsibility to allow others the same right by observing quiet hours and 24-hour courtesy hours.
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You have the right to privacy, equitable use of your room in terms of space and time, and freedom from unwanted guests. With that comes the responsibility to let your roommate(s) know your preferences through the roommate agreement and acknowledge the preferences of others.
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You have the right to confront behaviors that infringe upon your rights in a manner that is respectful and productive. You have the responsibility to examine your own behavior if confronted by others and work towards resolving conflict.
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You have the right to a clean living environment. You have the responsibility to maintain regular cleanliness in your living space(s)
We encourage you to reflect on these rights and responsibilities, talk about them with your peers and with staff, and make them part of your on-campus experience at Emporia State University. As a student living in the residence halls you have a unique opportunity to connect with your fellow students and with the greater campus community. As a responsible member of our educational community, you will need to read and understand the expectations outlined through the University policies and Residence Hall policies. These polices may be updated and changed throughout the year. Inclusive Community The residents and staff of Emporia State University represent a diverse community of individuals. As such, residents and staff seek to foster an inclusive community that recognizes and protects the rights of all residential students. All residents are responsible for maintaining and caring for the community space they share with each other. Respect is a necessary value in inclusive communities, thus certain actions that violate respect for self or others are prohibited. Examples of these actions include, but are not limited to: bullying, defamation, discrimination, harassment, intimidation, retaliation, threatening behavior. Engaging in these behaviors, whether via active, passive, verbal, Page 4 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures nonverbal, or technologic methods, can lead to residence hall student conduct procedures and sanctions that may include removal from the residential community. Personal Responsibility Residents are responsible for independently managing and caring for themselves. This may include, but is not limited to: mental health, physical wellness, hygiene, medical/first-aid care, academic behaviors, etc. Residential Life staff can serve as a resource and referral agent to assist residents in achieving this expectation. Resident behaviors or choices that negatively impact themselves or others are not permitted. Resident Conflict Residents are expected to resolve conflicts productively. Residents should engage in practices to resolve conflict on their own or with the assistance of Residential Life staff. Violence or threats are not tolerated in Residential Life communities. Roommate Responsibilities Residents must establish and maintain a reasonable level of respect with roommate(s) and suitemates as determined by Residential Life staff. Residents must participate in setting, adjusting and upholding expectations established in the roommate agreement. Failure to uphold expectations established on the roommate agreement may result in the conduct process. Failure to Comply University students are expected to adhere to reasonable verbal, written, or published instruction by University staff when working within the appropriate performance of their duties. Abusive language or other behavior which is threatening and directed toward University staff, including student staff, is prohibited. Failure to comply can include, but is not limited to: • Failure to remove yourself from the situation or make a reasonable effort to stop violation(s) of policy is indicative of bystander behavior and may constitute a violation of the policy. Your presence in a location where a violation of the Student Code of Conduct or Residential Life policy is occurring may indicate acceptance of the alleged behavior. • Failure to comply with lawful direction of University personnel acting in an official capacity. This includes the failure to complete a sanction assigned in response to a policy violation. • Failure to produce official identification upon request of any staff member. • Providing or being in possession of false identification to a University official. False identification will be confiscated and may be referred for appropriate follow-up by ESU Police & Safety or student conduct. • Providing false, deceptive, or distorted information. • Failure to establish and abide by reasonable roommate/suitemate agreements. • Failure to evacuate the building during an activated fire alarm. Remaining in the building during an alarm places not only the individual at risk, but also emergency responders and community members. • Failure to attend a scheduled meeting or respond to a notice to schedule a disciplinary meeting. • Failure to cooperate with the confiscation of items as outlined in the Residence Hall Handbook.
Community Safety
Health and Safety Inspections Residential Life staff will conduct Health and Safety checks twice a semester, once within the first six weeks and once in the middle of the semester. When possible, this will occur with the pest control process. Residents will be notified at least one week in advance through their student email. The main focus of the Health and Safety Inspections will be to assess fire safety expectations and the sanitary condition of the room. If additional policy violations are visible in the plain view, the violation will be addressed and resolved through our conduct process. Prior to your Health and Safety Check, please clean your room and take out your trash. If your room does not pass Page 5 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures the Health and Safety Check, Residential Life will provide notice and a minimum of 48 hours to address the violation. In these situations, Residential Life will work with you to resolve the issue and complete a second health and safety check. Fire Safety The Department of Residential Life takes fire safety seriously and all residents are expected to cooperate with fire safety protocol. If you require assistance or a modified plan for evacuation, please contact a member of Residential Life upon your arrival. In the event of a fire emergency and/or alarm: • Always prioritize your personal safety. • Sound the building fire alarm at any pull station, if the alarm is not already activated. • Exit the building quickly and orderly, then move at least 50 feet away from the building. o Do not use elevators during an alarm. If you need assistance evacuating, you can go to a stairwell. The stairwells are typically the first place emergency personnel will clear in the event of a fire. o Feel the door with the back of your hand. If the door is cool, leave your room to exit, closing the door behind you. If your door feels hot, go to your window and signal for help. Call 911 to report your location for emergency responders. If possible, place wet towels or clothing at the base of the door to limit smoke from entering the room. o If smoke is present, stay close to the floor. If possible, keep your mouth and nose covered with a wet cloth. • Residential Life staff will notify residents when the building has been cleared for residents to return. • Keep your keys, shoes, face mask, and coat (during cold weather) accessible, so they can be grabbed quickly in the event of an emergency. In order to provide the safest environment possible, the following activities are forbidden, engaging in them may be subject to judicial sanctions and/or criminal charges: • Setting fires of any kind, for any reason, including the lighting of open flames, smoking, and the possession of candles or incense in the residence hall. • Failing to evacuate the building during an activated fire alarm. • Malicious activation of a fire alarm. Activating a fire alarm system without proper cause endangers the safety of all residents, as well as the security of the greater community and the fire department. A false alarm is not a prank; it is a criminal offense that endangers the safety of others. A student, who, without reasonable cause, activates a fire alarm system or tampers with fire safety equipment, may face removal from the residence halls and be referred for criminal prosecution. • Tampering with any fire safety equipment, including fire extinguishers, fire alarm boxes, smoke detectors, and sprinkler systems. • Propping fire doors open. • Careless use of approved items/appliances that creates a fire hazard. • Possession of any charcoal and charcoal grills, kerosene/gasoline or similar cooking fuel, fireworks or other explosives. • Blockading any exit leading out of a student room, hallway, or any entryway. • Hanging decorations from ceilings, using decorations in a way that provides a continuous path of flammable material, decorating any part of the room door (inside and outside), covering more than 30% of the wall, or having decorations that extend more than 2 inches. • Removing or displacing ceiling tiles. ***See Prohibited Items and Room Decorations for further specifics***
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures Meningococcal Vaccine To meet the vaccination requirement, the student must have one dose of Menactra or Menveo given on or after the 16th birthday. Students should follow steps outlined by the Student Wellness Center for submitting documentation to satisfy this requirement. Please contact Student Wellness staff to discuss this option at 620-341-5222. The student will not be able to move-in to the residence halls until meningitis compliance is verified by Student Wellness Center. Missing Person Contact Information This policy is pursuant with the Higher Education Act of 1965. A faculty, staff, student, community member, friend or family/guardian who is concerned that a resident of on-campus housing may be missing should immediately notify ESU Police and Safety at 620-341-5337. Concerned parties may notify Residential Life staff who will immediately notify ESU Police and Safety. This notification will initiate missing person procedures. Prior to residents moving into on-campus housing they are required to provide an emergency contact person for general emergencies through their Residential Life Portal. At this time, residents will have the option to provide a confidential contact person(s) for missing person purposes. The resident may select the same person to both general emergency purposes and missing person purposes. However, it will not be assumed that the contact person for general emergency purposes is the same for missing person purposes. This information will remain confidential. The confidential contact will only be disclosed to law enforcement during a missing person investigation. Residents may update their missing person contact person(s) throughout the year in their Residential Life portal or by contacting reslife@emporia.edu. The contact for missing person purposes will be contacted within 24 hours from the time it has been reported the student is missing. Any resident under the age of 18, who is not an emancipated individual, will provide contact information for a custodial parent or legal guardian. This custodial parent or legal guardian will be contacted within 24 hours. If the student listed a contact person(s) for missing person purposes, the contact for missing person purposes will also be contacted within 24 hours. Pest Control The residence halls are routinely sprayed for pest control. Residents will be notified of pest control no less than 48 hours in advance through Emporia State student email and signs in the residence halls. The spraying is done in cooperation with the maintenance staff and the residence hall staff. Infestations Infestations are treated by a licensed pest control expert determined by Residential Life. Expense for all treatments for infestations, of any kind, will be charged to resident(s) occupying the room. Expenses that cannot be attributed to an individual will be charged, equally, to all residents occupying a room or suite. Examples of infestations include, but are not limited to the following: bedbugs, fleas, lice, rodents, ticks, and other infestations requiring special treatment. A member of Residential Life staff will work with you and extermination experts to identify appropriate protocol for pest eradication. Failure to follow protocol outlined for treatment of room(s) will result in sanctions, including, but not limited to monetary fines and expulsion from the Residence Halls. Students who believe they may have an infestation, of any kind, should report immediately to Residential Life staff, so treatments can begin and the impact to others may be reduced. Prohibited Items & Confiscation Approved Appliances: Only the electrical appliances listed below are allowed in Residential Life facilities. • Portable refrigerator (5.0 cubic ft. max). One per room Page 7 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures • Microwave (1000 watts max). One per room • Coffee pot/Keurig with auto shut-off • Electric water kettle with auto shut-off • Crockpot with auto shut-off • Curling iron, wand and/or flat iron with auto shut-off • Clothing iron with auto shut-off All heat producing appliances must have: • Fully enclosed heating elements • An automatic shut-off safety feature Both the appliance and any cord must be safety labeled with an Underwriter Laboratories (UL) or Factory Mutual (FM) approved label Prohibited Items: Any appliances that does not meet the approved list above and following items are prohibited within the residence halls: Appliances Decorative Entertainment Miscellaneous Air Conditioners Alcohol containers (cans, Amplifiers/Subwoofers Extension Cords4 (personal units) bottles, shot glasses, etc.) Grills (indoor or Candles/Incense2 Dartboards (metal tip) Flammable liquids (e.g. outdoor) gasoline and lighter fluid) Hotplates/ Electric Halogen, Lava, & Sun Fireworks Hover, balance, gravity, skillet Lamps self- balancing boards, etc. Infrared smokers/Air Highway and/or Road Pets (other than nonFryer Signs carnivorous fish) Pressure cookers/Instant Live or dried vegetation3 Weapons5 Pots/Rice cooker Space heaters1 Smoke and/or Fog Wireless routers Machines Toaster/Toaster Ovens 1 Space heaters provided by Residential Life Staff are an exception 2 If needed for religious or cultural practice, please meet with the Complex Coordinator in your building to discuss an exception* 3 Small house plants are an exception 4 Powerstrips are an exception 5 Some exceptions apply; please review “Weapons and Weapons Storage” All the items found above are subject to confiscation by Residential Life staff and/or ESU Police & Safety. This list may be subject to change at the discretion of Residential Life staff. Confiscation The Department of Residential Life reserves the right to confiscate property identified as a policy violation in this handbook and in the residence hall contract. Items that are not illegal to possess but are a violation of Residential Life policy (e.g. hot plates and candles), or that are being used to violate residence hall policy (e.g. NERF Gun) may be confiscated by Residential Life staff. These items will be held by the Complex Coordinator until retrieved by the student. Weapons and illegal items will be reported to and confiscated by ESU Police & Safety. Severe Weather The threat of severe weather, including tornadoes, is a reality in Kansas. The city of Emporia is equipped with severe weather warning systems (e.g. tornado sirens). However, these sirens are typically designed to warn members Page 8 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures of the community who are outside of their residence. Given this, students should tune in to local weather forecasts and be prepared to take shelter when severe weather is approaching. Severe weather shelter areas are available and indicated by signs posted throughout campus. Residents are responsible for personal safety and taking appropriate measure, when severe weather arises. Be aware of severe weather shelter areas within the Residential facilities: Shelter areas are identified by signage. Identify these spaces in your residence hall upon arrival. In the event that you are not able to find signage, go to lower hallways in all buildings. Do not use hallways with adjacent glass expanses. Residents should avoid going outside and/or standing near windows when severe weather is imminent. Theft Prevention The Department of Residential Life takes the security of its residence very seriously and provides measures to ensure the security of personal property. Despite these efforts, theft may occur within the halls and residents should take measures to prevent property loss. The following tips may help reduce the likelihood of theft occurring: • Always carry your room key and lock your door. • Avoid leaving personal property in lounges and other common spaces. • Avoid leaving valuable items exposed within your room. • Be aware of who comes in and out of your room. • Remain aware of those people entering and exiting the building. • Report suspicious behavior.
Resident Room Information
Bed Lofting & Bunking The Department of Residential Life is committed to providing you with a safe and comfortable living environment, and lofts may pose safety problems. Given this, personally constructed lofts, raised platforms (wood pallets and/or cinder blocks), and/or other physical space alterations that could create a potential safety hazard are not allowed within residential facilities. In response to COVID-19, beds cannot be bunked in two-person rooms. Beds provided by Residential Life can be lofted (only by Residential Life staff) with provided loft kits, while loft kits are available. Only one bed per room may be lofted. The lofting of beds is to be executed by Residential Life staff only. For safety reasons students, parents, and guests must not attempt this process on their own. Requests for lofting may be made by the established date prior to move-in. Information regarding the bed lofting process will be shared in your assignment letter. In response to COVID-19, loft requests made after the established deadline will not be granted. Furnishings The furniture in common areas is to remain in those common areas and may not be moved into student rooms. Any damages to furniture in common areas can lead to community charges assessed to all residents of the floor, unless an individual(s) is found responsible. Removal of community furniture from designated spaces may be considered theft. Each residence hall room is equipped with an extra-long twin size bed, desk, desk chair, and clothing storage. All furniture must always remain in your room. Residential Life does not remove and/or store furniture from individual rooms. Charges may be assessed for furniture that is damaged or removed from a student’s room.
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures Room Decorations The Department of Residential Life encourages the personalization of student rooms; however, care should be taken when hanging room décor. The following are guidelines related to room decorations. •
Wall Decoration and Mounting o Decorations that contain nudity, sexually offensive, homophobic, illegal, or discriminatory content are prohibited on the exterior of the room or from being displayed in a manner which can be viewed from the exterior of the room. Singular/Trusler North and South Tower
Schallenkamp
Abigail Morse
Not Allowed
Not Allowed
Not allowed
Not Allowed
Allowed
Allowed
Allowed
Allowed
Duct tape, double sided tape Not Allowed and contact paper
Not allowed
Not Allowed
Not Allowed
3M strips and masking tape
Not Allowed
Allowed
Not Allowed
Not Allowed
LED light strips 3
Allowed
Allowed
Allowed
Allowed
Scotch Wall Safe Tape
Allowed and Recommended
Allowed and Recommended
Allowed and Recommended
Allowed and Recommended
Screws, bolts, nails, staples or anchors into the walls, doors, or furniture Pushpin and thumbtacks 1
2
1
An excessive number of holes and adhesive hanging products will damage the drywall, which may lead to additional charges. Allowed to be used on the block walls in room only 3 The adhesive strip they come with cannot be used 2
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Prohibited decorative items (see Prohibited items for further details) o The following items are not allowed within the residence hall even for decoration ▪ Alcohol containers ▪ Highway and/or Road signs ▪ Lava Lamps ▪ Candles/Incense ▪ Live and/or dried vegetation (Excluding a small house plant) ▪ Dartboards Fire Safety and Hazards (see Fire Safety policy for further details) o Items should not be attached or suspended from the ceiling, pipes and/or sprinkler heads o All doors should remain clear of decorations, inside and out. o Items on hallway walls can extend up to 2 inches. o Wall decorations must not be placed edge to edge, creating a continuous path of fuel in the event of a fire. o Only 30% of wall space (inside the room and hallway) can be covered. o Wall decorations must not extend past 12 inches past your exterior doorframe. Page 10 of
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures o Live trees, wreaths, and/or garland are not permitted in the halls o Power strips should be used instead of extension cords. Power strips should not be plugged into one another (tandem plugging). o All other decorations should be flame resistant and use low-heat UL approved bulbs. Room Entry The Department of Residential Life respects the personal privacy of its residents and does not make it a practice to enter resident rooms without prior notice or authorization. The University reserves the right for authorized personnel to enter student rooms under the following conditions: • Response to emergency situation • Ensure the health and safety of residents and facility • Maintenance concerns, routine maintenance and inspections, including scheduled bug sprays and health and safety checks • In the event of extreme hazard involving the potential loss of life or severe property damage • When noise from a room is causing an undue disturbance to the surrounding community (radio, alarm clock, television, etc.) • All residence hall rooms are entered by residence hall staff after winter closing in order to secure the room for the break period (close windows, check for proper heater functioning, etc.) • Any other legally permissible interest of the University Entering a room requires the utmost care and sensitivity to ensure privacy for the students in a residence hall setting. With the exception of periods when the halls are closed, occupied rooms will not be entered without knocking.
Services and Resources
Bicycle Storage & Removal Bicycles can be kept in the bicycle racks outside the residence halls or in a resident room. Securing bicycles to a building sign, tree, walkway, stair railing or any other area that is not solely intended for bicycle storage and which could limit mobility or access to, from, or within any residential facility, is not permitted. The University assumes no liability for lost, stolen or damaged bicycles. Bicycles that appear to be abandoned at the end of the academic year will be considered abandoned property and removed. Cooking and Community Kitchens Residents who wish to use the kitchen during designated hours should take note of the following guidelines (failure to comply with these guidelines may result in loss of kitchen use): • • • • • • •
Residents may use the kitchen appliances during designated hours. Appliances will not be accessible outside the designated hours. Residents should bring all necessary equipment when using the kitchen. Limited cooking utensils (e.g. pots and pans) may be available to check out from the Reception Center. Residents who check out the cooking utensils are responsible for cleaning and returning them. Per fire code, the use of grease to cook foods is prohibited in the community kitchens. Residents are expected to clean the kitchen, dishes, and remove all food from the space after use. Residents must remain in the kitchen at all times while appliances are in use. All excess food and cooking waste should be cooled and then placed in the trash can - not the sink.
Elevators Elevators are for the convenience of all residents. To prevent malfunction, residents should avoid banging on walls, rocking, jumping, or overloading elevators. Vandalizing and/or misusing elevators is prohibited and may result in a Page 11 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures referral through the conduct system. In the event that an elevator stops moving while occupied, call ESU Police & Safety (620-341-5337). Do not attempt to force open elevator doors. Laundry The cost of laundry is included in Residential Life housing fees. Laundry facilities are located in each housing area for resident use only (non-resident use is prohibited at all times). Residents are responsible for monitoring their own items, removing their laundry in a timely manner and are expected to only remove their personal items from the laundry room Residential Life is not responsible for lost or damaged laundry. Abandoned laundry will be disposed of throughout the academic year. Lock-outs, Lost Keys and Lock Changes Lock-outs and lost keys are not an uncommon occurrence within the residence halls and Residential Life works to assist students who are unable to access their room. Residents who are locked out may receive assistance during regular Reception Center hours. Residents should contact the Resident Assistant on Duty (this information is provided at the Reception Center) at times when the Reception Center is closed. If you are locked out of your room or if your room key has been lost, you need to be aware of the following: Lock-outs • To ensure the safety of our residents, Residential Life requests identification and verifies room assignments each time a lock-out is requested. If you do not have identification at the time of room verification, Residential Life staff will ask you to produce identification upon opening your room. • Residential Life does not penalize students for the first two lock outs of each semester. For each subsequent lockout, residents can donate 3 non-perishable items for Corky’s Cupboard food pantry or have a $10 charge applied to their student account. Lost Keys • Residents are to report lost keys to a member of Residential Life immediately. • If you have temporarily misplaced your key or have left it at home, notify a member of professional staff. When possible Residential Life will work with you to provide a temporary key. If, however, keys are not recovered at the assigned deadline for the loaned key's return, a lock change will occur. • The cost of a lock change ($55.00) is the responsibility of the owner for the lost key. All lock changes will be charged to the student’s account. • All lock changes are final. If you find your key before a lock change occurs, contact Residential Life. • Once a lock change is completed, maintenance will communicate that information to the front desk and the Reception Center Assistant will contact all parties involved. • Other residents affected by the change must provide their old room key before receiving the new key. Trash Removal Residents should use designated receptacles for the disposal of trash. Lobby trash cans should not be used to dispose of room trash. Furthermore, residents should not place glass or large items such as cardboard boxes within the trash chutes; these items clog the trash chutes.
Building Use
Building Access Residential Life may limit access to areas of its building(s). This would include (but not limited to) unoccupied floors, quarantine housing, community spaces etc. Guidelines need to be met when accessing building spaces. Exterior Door Access All exterior doors of all residence halls remain locked 24-hours a day, seven days a week. Designated exterior doors are equipped with a card access system. Residents must use their Hornet Card to access these doors. To ensure the safety of all residents, no exterior door is to be propped open at any time. Page 12 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures Access to exterior doors is specific to a resident’s assigned hall. Access to the residence halls is not available until the designated move in date. Access to the residence halls is disabled while the halls are closed; residents will not be able to use their Hornet Card to access the halls during this time. When a resident provides access to a non-resident or guest, the resident becomes responsible for those individuals and their actions, including being held responsible for any policy violations. Residents should be cautious about who they allow into the residence halls. External Fire Escapes External fire stairwells are intended as emergency exits in the event of fire. These fire escapes are intended as exits only. Residence Hall Damages All residents of a room will be held responsible for all damage or vandalism that is beyond the expected normal wear of the facility and its furnishings. Damages to student rooms and their furnishings will be assessed to the occupant(s) responsible. Floor damages which cannot be attributed to an individual will be pro-rated among floor members. The student is responsible for routine cleaning of their room. Windows, Ledges and Screens Window screens are to remain in place at all times and not to be tampered with. Residents are not permitted on the roof of any residential hall building. Throwing and/or dropping items from the building, sitting on window ledges or entering/exiting through windows is not permitted
Residence Hall Policies
Local, State and Federal Laws and Ordinances Residents living in the Residence Halls must obey all local, state and federal laws and ordinances. Violation of these laws may constitute violation of Residence Hall Policies and sanctions may be assigned separate from any legal proceedings. Animals Service Dogs Service dogs are allowed in residential life for individuals with disabilities. Service dogs are trained to perform one or more task related to the individual's disability. If you are a student with a service dog, please contact Residential Life as soon as possible to complete the required checklist. You will need to provide Residential Life with vaccination records and adhere to behavior/care guidelines. Service dogs may be removed from the residence halls if behavior and/or care guidelines are not met. For additional question, Student Accessibility and Support Services (SASS) can be contacted at (620)641-6637 or sass@emporia.edu. Emotional Support Animals Emotional support animals (ESA) are allowed in the residence halls. Students seeking approval for an ESA must contact Student Accessibility and Support Services (SASS). SASS will verify your need for an ESA in residential life. This process could take up to two months to complete. If your request is approved, SASS will notify the student and Residential Life Staff with an email. ESAs are not allowed in Residential Life buildings until they are approved through SASS and have completed the required agreement process with Residential Life Staff. The ESA may be removed from residential facilities if the ESA has not been approved or if expectations for behavior and/or care are not met. SASS can be contacted at (620)641-6637 or sass@emporia.edu. Pets
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures The only pets that are permitted in student housing are fish that can live in 10 gallon tanks or smaller. Each resident is allowed one fish tank that is 10 gallons or less. Any other pet(s) are not permitted in the residence halls at any time, regardless of time length. Alcohol Policy Emporia State University is committed to maintaining an environment that is conducive to academic achievement and personal growth. Recognizing that the misuse of alcohol does not enhance or contribute to the academic success or growth of students, the following policy has been set forth. • • •
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The legal age for consumption of alcohol in Kansas is 21. The manufacturing and distribution of alcoholic beverages on university premises is prohibited Alcoholic beverages with 6% alcohol by weight or less are permitted, by students of legal drinking age, within the rooms of students 21 or older. The possession of any unapproved alcoholic beverages and/or containers is considered a violation of policy. For those residents of legal drinking age, approved alcoholic beverages are only allowed in resident rooms. Residents can consume approved alcoholic beverages in the presence of a roommate or anyone of age. Alcohol consumption is not permitted within common spaces (e.g. lounges, hallways, restrooms). At no time shall persons of legal age of consumption provide alcoholic beverages to underage individuals. Residents of legal drinking age will limit container size to 12oz or less. Large containers are not permitted in any residence hall area (e.g. kegs) regardless of the amount of alcohol remaining in said container. Storage and/or use of empty alcohol containers is prohibited, even if being used as decoration. Any possession of devices used for rapid consumption of alcohol or the participation in alcohol competitions/games (beer pong, etc.) is prohibited. Public intoxication is prohibited within all residential facilities, regardless of age.
When an alcohol policy violation occurs, residents will be required to pour out alcohol and dispose of containers that are not consistent with the expectations of the policy. Conduct Conduct Philosophy The conduct process is educational in nature and is protective of student rights. As a result of the conduct process, students may learn to: recognize strategies and resources to avoid future violations of the Student Code of Conduct and Residential Life Policy; identify decision-making processes to similar behavior; and evaluate personal responsibility. Conduct Process Reporting In situations when a resident(s) is observed potentially violating a residence hall or University policy, or showing concerning behavior, a residential life staff member(s) will identify themselves, if possible, communicate which regulation(s) may have been violated and request identification. This situation is then documented as an incident report. The incident report will be reviewed to see if a policy violation may have occurred. • If no policy has been violated, then no further conduct action will be taken. A Residential Life staff member may still reach out to check in. • If policy may have been violated, then the conduct process may be initiated as outlined below.
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures Pre-Conduct Meeting If a Residential Life policy has allegedly been violated, a Complex Coordinator, the Assistant Director of Residential Life, or the Director of Residential Life will serve as a conduct officer and will send a conduct letter to involved residents’ via email. In this email, it will state information about the incident, possible policies that were violated, scheduling of a conduct meeting and the actions that the resident(s) needs to take. Conduct Meeting The purpose of the conduct meeting is to assemble all evidence and discuss policy violations with the student in order to make a determination concerning the validity of the allegations. The aim of the conduct meeting is to resolve the situation at the lowest level. As part of that process, the conduct officer will: • Ensure that the student understands the allegations, student rights, and the conduct process; • Gather additional information and details regarding the incident; • Communicate community expectations and discuss possible alternative behavior as they relate to the alleged violation(s); • Provide the opportunity for the student to ask questions regarding the incident; • Attempt to resolve the alleged violation; • Discuss possible sanctions if found responsible for violating a policy. Post Conduct Meeting • Residents will be emailed a decision letter within 7 class days of their conduct meeting. • If the resident is not found responsible, no further action will be taken. • If the resident is found responsible, sanctions will be decided upon and assigned by the Conduct Officer. • Any previous incidents of misconduct may be considered at this time. While having no effect on the determination of responsibility of the specific incident being heard, this information will be used in determining appropriate sanctions. • Determination of responsibility and the assignment of sanctions will be decided even if/when a student refuses to attend the conduct meeting. Appeals A resident may appeal the conduct officer’s judgment and assignment of sanctions to the Director of Residential Life within five (5) class days of the notice of decision. Such appeals must be in writing and shall be delivered to the Department of Residential Life (South Morse Hall, Room 308) or via email (ccoughli@emporia.edu) . For conduct cases where the Director of Residential Life serves as the hearing officer, appeals will be submitted to the Office of Student Affairs (Memorial Union, Room 260). A resident may not appeal a decision solely on dissatisfaction with the results of the initial hearing. The request for an appeal must cite at least one of the criteria listed below and provide supporting argument(s). All documentation and information for consideration of an appeal must be included with the student’s request. 1. The resident believes the initial hearing was not conducted fairly in accordance with the policy and/or procedures violated and information presented. 2. The resident believes the sanctions assigned are unreasonable or are not appropriate for the policy violated. 3. The resident has new information or facts that are relevant to the case and/or were not available at the time of the initial hearing. The request for appeal will be reviewed and either granted or denied. If denied, the results of the initial hearing become final. The appeal of relocation, restriction of entry, residence hall suspension or removal from the residence Page 15 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures halls does not delay the sanction. In these cases, the student must abide by the sanction(s) while their appeal is being processed. Sanctions The primary purpose of a sanction is to educate the resident by bringing awareness to the possible impact of one’s conduct, exploring the impact of one’s conduct on the community and learning to take responsibility for one’s actions, through sanctions of a restorative nature. In some instances, however, the community's needs outweigh the University's ability to educate an individual. In such cases, sanctions must be imposed. Sanctions are assigned on a case-by-case basis and may vary depending on the specific circumstances. Failure to Complete Sanctions If a resident fails to complete the sanction(s) or does not complete to the level of expectation, the Hearing Officer will contact or meet with the student again. Residents who fail to complete their sanctions on time may also be charged with violating the "Failure to Comply" policy. Residents who do not complete sanctions may receive additional sanctions and ultimately be removed from the residence halls. Drugs and Drug Paraphernalia The possession of, manufacturing of, sale of, and/or use of illegal drugs and related paraphernalia on campus is strictly forbidden. This misuse of prescription medication is prohibited. Possession, manufacturing, or sale of drugs may result in removal from the residence halls. Residents removed for disciplinary reasons will be held responsible for all contract cancellation charges. • Staff members and/or students who discover drugs and/or drug paraphernalia should contact ESU Police & Safety immediately. Residents and/or staff members should never take possession of drugs or drug paraphernalia. • It is the responsibility of all residents to ensure that they are in compliance with all University, State, and Federal laws/policies related to drugs and drug paraphernalia • Students who are present during an alleged policy violation will comply with reasonable requests made by University staff members and law enforcement. • All residents or guests present during violation(s) of the drug policy may hold equal responsibility for the alleged violation. Gambling Any gambling-related activity that is a violation of the federal and state law is prohibited within the residence halls, including individual residence hall rooms. Students may choose to play games that have no monetary component or when invaluable objects are not won or traded. Guests and Cohabitation (Currently Suspended- see page 2 for modified guest privileges) The right to live in reasonable privacy takes precedence over the right to entertain guests within the Residence Halls facilities. In determining when guests should be invited to the room, common courtesy and mutual respect should prevail. • A guest is anyone who is not assigned to the designated room and/or complex. • Guests are expected to abide by all campus rules and regulations, and hosts are responsible for the behavior of their guests. • A resident may host only one guest at a time for no more than three consecutive nights or 6 total days per month unless special permission is granted by the Complex Coordinator. • Having an overnight guest should be discussed and agreed upon with one's roommate(s) ahead of time. Any resident of a room has the right to ask a visitor to leave. If a visitor does not cooperate with a request, Residential Life staff may be contacted for further action. Page 16 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures • The resident should stay with the guest(s) at all times whether in room and/or other common areas with the exception of escorting them within the bathroom. • Residential Life prohibits cohabitation. Cohabitation is defined as the state of living with another person, of any gender, when it involves an intimate, personal relationship. Residential Life staff may reassign rooms upon determination of cohabitation. In situations where non-students violate University and Department of Residential Life expectations or policies these non-students may be denied visitation privileges to the residence halls. Hall Sports Policy Due to the potential of damage to facilities, personal injury, and disruption to the community, the playing of sports outside of designated areas within the residence halls is prohibited. This includes, but is not limited to, throwing, kicking or hitting any object that can lead to injury and/or property damage. Water and Nerf-type guns, bows, or other projectile devices cannot be used within the residence halls. At no time will riding on any recreational wheeled device be allowed within the residence halls. This includes skateboards, bikes, skates, etc. Quiet Hours and Noise All members of the University Community have a right to reasonable peace and quiet during normal hours of rest. Undue noises or disturbances that violate the rights of community members to reasonable noise levels are prohibited. During designated quiet hours, particular courtesy should be shown to enable others to concentrate on their studies and get sufficient sleep. Even an isolated outburst of excessive noise can wake someone who is sleeping or disrupt one's concentration during a study session. • Courtesy Hours are in effect 24 hours a day. This means that within a community, members are encouraged to address concerns in a respectful and productive manner when noise becomes disruptive. If asked to quiet down, those community members should comply according to Courtesy Hours. • Residents are responsible for self monitoring their noise regardless the time of day and addressing noise issues with other residents. • Quiet hours are 10 p.m. - 10 a.m. everyday • During quiet hours, sound equipment (i.e., stereos, radios, TVs) may be played only while the room door is fully closed and volume may not be heard in other rooms, hallways, or outside the building. Lobby noise should be kept at a minimum so as not to disturb others. • During final exams period, quiet hours are in effect 24 hours a day. • Stereos are a frequent source of noise disturbance and high-powered stereos (including low frequency speakers and "sub-woofers") are prohibited. Solicitation and Advertising Unauthorized solicitation for business, charity, political, or religious purposes is prohibited within the residence halls. Off campus groups are not permitted to sell products or provide services in the residence halls. Solicitation includes, but is not limited to, the direct sale of items, requests for charitable donations, and door-to-door distribution of coupons, business mailings, and political/religious material. Approval for Promotions or Advertising All students and student organization should utilize #HornetLife to advertise campus events. Residential Life limits the number of print postings, keeping a focus on the events that connect strongly with the Emporia State University and/or Student Affairs strategic plan. Permission to post signage related to non-campus and campus related activities must be approved through the Residential Life main office (reslife@emporia.edu). The Department of Residential Life is happy to partner with student organizations under the following provisions: Page 17 of 23
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures Contingent upon prior approval from Residential Life, organizations may display easel sized posters, advertisements on Hornet TV, and/or banners within the residence halls. Approval will not be given for the display of recruitment events and/or events which are exclusive to the members of a particular organization. The Department of Residential Life has historically assisted with charitable events (e.g. Can the Bods and Project Warmth). Given this, organizations wishing to distribute receptacles for charitable donations should contact the Residential Life main office (reslife@emporia.edu).
Theft of Property Taking or removing property of a resident or the community without permission is prohibited. If you suspect that you have become a victim of theft, contact ESU Police & Safety or a Residential Life staff member Theft of Services Using services provided by Residential Life in which one is not authorized to use is prohibited. This includes on campus laundry. Title IX Offenses Title IX of the Education Amendments of 1972 protects discrimination on the basis of sex. Individuals cannot, on the basis of sex, be excluded from participation in, denied the benefits of, or be subjected to discrimination, sexual harassment, or sexual violence, under any program or activity receiving Federal financial assistance. Examples of Title IX offenses include: discrimination based on sex, sexual harassment, sexual violence, sexual assault, rape, acquaintance rape, stalking, domestic violence, and dating violence. Students can learn more about Title IX and Emporia State processes at https://www.emporia.edu/about-emporia-state-university/discrimination-harassmentresponse-prevention/sexual-misconduct-response-prevention/ Individuals who experience or witness Title IX offenses are encouraged to report such incidents to a member of Residential Life staff, to Police & Safety, or to the Title IX Coordinator. Reports made to the Title IX Coordinator can be made through the following methods: in person at Plumb Hall 202D (with appointment), email report@emporia.edu, or phone (620)341-5518. The Title IX Coordinator will facilitate the investigation and/or coordinate response to the complaint. If a Residential Life team member(s) receives a report related to alleged Title IX behaviors, Residential Life staff will report the information to the Title IX Coordinator. Tobacco, Smoking and Vaping
The use of tobacco in any form is not permitted on Emporia State University campus, including the residence halls. Smoking and Vaping of any kind, regardless of tobacco level, is prohibited. The possession of tobacco is allowed as long as there is no use.
Weapons & Weapon Storage For ESU’s full policy regarding weapons, please consult: https://www.emporia.edu/general-counsel/ What follows is an abbreviated version of the policy in ESU’s. Items most common in residence halls are included and those less common have been excluded. Original notations, where helpful, are preserved for uniformity with University policy. Weapons a. Pursuant to the authority vested in the Board of Regents by Article 6, Section 2 of the Kansas Constitution, K.S.A. 76-712 and other state laws, and in accordance with K.S.A. 75-7c20 allowing concealed carry and K.S.A. 75-7c24 authorizing prohibition of open carry, concealed carry of handguns shall be permitted on each state university campus, while open carry of firearms and possession of weapons other than concealed handguns shall be prohibited on each state university campus. b. For purposes of this policy: Page 18 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures i. The term “weapons” includes: (1) Any object or device which will, is designed to, or may be readily converted to expel bullet, shot or shell by the action of an explosive or other propellant; (2) any handgun, pistol, revolver, rifle, shotgun or other firearm of any nature, including those that are concealed or openly carried; (3) any BB gun, pellet gun, air/C’O2 gun, stun gun or blow gun, or any device, such as a Taser, which is designed to discharge electric darts or other similar projectiles; however, personal self-defense stun guns that do not fit within the preceding definition shall not be deemed to be a weapon for the purposes of this policy; (4) any explosive, incendiary or poison gas (A) bomb, (B) mine, (C) grenade, (D) rocket having a propellant charge of more than four ounces, or (E) missile having an explosive or incendiary charge of more than ¼ ounce; (5) any incendiary or explosive material, liquid, solid or mixture equipped with a fuse, wick or other detonating device; (6) any tear gas bomb or smoke bomb; however, personal self-defense items containing mace or pepper spray shall not be deemed to be a weapon for the purposes of this policy; (7) any knife, commonly referred to as a switch-blade, which has a blade that opens automatically by hand pressure applied to a button, spring or other device in the handle of the knife, or any knife having a blade that opens or falls or is ejected into position by the force of gravity or by an outward, downward or centrifugal thrust or movement; (8) any straight-blade knife of four inches or more such as a dagger, dirk, dangerous knife or stiletto; except that an ordinary pocket knife or culinary knife designed for and used solely in the preparation or service of food shall not be construed to be a weapon for the purposes of this policy; (9) any martial arts weapon such as nunchucks or throwing stars; (10) any longbow, crossbow and arrows or other projectile that could cause serious harm to any person; or (11) any other dangerous or deadly weapon or instrument of like character. ii. The term “handgun” means: (1) A pistol or revolver which is designed to be fired by the use of a single hand and which is designed to fire or capable of firing fixed cartridge ammunition; or (2) any other weapon which will or is designed to expel a projectile by the action of an explosive and which is designed to be fired by the use of a single hand. iii. The term “firearm” includes any handgun, rifle, shotgun, and any other weapon which will or is designed to expel a projectile by the action of an explosive. Any individual who is 21 years of age or older and who is lawfully eligible to carry a concealed handgun in Kansas shall not be precluded from doing so on state university campuses except in buildings and areas of buildings for which adequate security measures are provided, and except as otherwise prohibited by law. Each individual who lawfully possesses a handgun on any state university campus shall be wholly and solely responsible for carrying, storing and using that handgun in a safe manner and in accordance with the law, Board policy and university policy. Nothing in this policy shall be interpreted to require individuals who lawfully possess a handgun to use it in defense of others. Open carry of any firearm anywhere on any campus shall be prohibited. Each entrance to each building and facility on each campus shall be conspicuously posted with appropriate signs indicating that openly carrying a firearm into that building or facility is prohibited. Additional signs may be posted as appropriate. Each individual who lawfully possesses a concealed handgun on campus shall at all times have that handgun in their custody and control, and shall either keep it on their person with safety mechanism, if any, engaged, or Page 19 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures stored 1) in any secure storage location provided by or authorized by the university specifically for that purpose, 2) at their residence, or 3) in their vehicle. If stored in a location provided or authorized by the university specifically for that purpose, the handgun must be secured, concealed from view, and in a location that can be accessed only by the individual and the university. If stored in a vehicle on campus, the handgun must be secured and concealed from view. For any dormitory or scholarship hall that does not have adequate security measures, each resident who lawfully possesses a handgun on campus and elects to store the handgun they possess in the room to which they are assigned when not carrying it on their person in a concealed fashion shall secure the handgun in a secure storage device that conceals the gun from view. Such storage devices shall be provided by the individual who possesses the handgun and must meet minimum industry standards for safe-keeping of handguns. Any individual who violates one or more provisions of this policy may be issued a lawful directive to leave campus with the weapon immediately. Any individual who violates the directive shall be considered to be in trespass and may be cited accordingly. Any employee or student of the university who violates one or more provisions of this policy shall be subject to discipline in accordance with applicable university codes of conduct. Any individual who violates state or federal law may be detained, arrested or otherwise subjected to lawful processes appropriate to the circumstances. Weapon Storage Handgun storage in ESU residence halls must comply with ESU policy and state law. Firearms cannot be present nor stored in ESU residence halls. Residents can request use of a storage locker at ESU Police & Safety for firearm storage. Storage lockers are free of charge, however, lockers are limited and residents must provide their own padlock.
Administrative Policies and Procedures
Abandoned Property The University will not be liable for property left in the building after the student vacates or is expected to vacate at the termination of the contract. The students must remove all personal property and possessions from the residence halls within 48 hours of withdrawing from the University, upon termination of this contract, or within 24 hours of their last final exam of the semester. The student grants the University the right to dispose of any property left by the student after the date when the student vacates or is expected to vacate the premises as allowed by law. Said disposal may be by any means deemed appropriate by the University. Storage and/or disposal charges may apply. Confidentiality and Privacy Emporia State University affords students their full rights in conformity with the Family Educational Rights and Privacy Act (FERPA) of 1974, its amendments and implementing regulations. All records concerning Residential Life judicial actions and general student information, including housing assignment location, are confidential. These records are only accessible to Emporia State University staff with a legitimate need to know. In order to comply with the Clery Act and other required reporting, aggregate conduct data is shared with various agencies. Contract Cancellation If the student is eligible to cancel the contract, the student is responsible for the payment of associated cancellation fee charges as outlined in the Contract Termination sections below. A student who has an executed contract for the academic year and who receives approval for contract cancellation due to withdrawal from the University, but subsequently registers for the spring semester is obligated to pay the remainder of their contractual obligation. A student must vacate an assigned space within 48 hours after contract termination or as directed by university housing personnel. Failure to vacate will result in the university pursuing eviction. A student who is removed from the residence halls for policy violations or disciplinary reasons is obligated to pay 40% of the remainder of their contractual obligation, in addition to any restitution. Page 20 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures Contract Termination, with Cancellation Fees: Contracting for the 2020-2021 academic year, cancellation fee charges: • Date-stamped online contract cancellation requests or date-stamped email communications received on or before June 1: Refund of $200.00 • Date-stamped online contract cancellation requests or date-stamped email communications received on or after June 2: Forfeiture of $200.00 • Date-stamped online contract cancellation requests or date-stamped email communications on or after July 10: Forfeiture of $200.00 and payment of 40% of remaining balance owed on the entire contract (including housing and meal plans for fall and spring terms) only if the student is eligible to cancel the contract. Contracting for the 2021 spring term, cancellation fee charges: (applies to new contracts submitted for spring 2021 only) • Date-stamped online contract cancellation requests or date-stamped email communications received on or before December 1: Refund of $200.00 • Date-stamped online contract cancellation requests or date-stamped email communications received on or after December 2: Forfeiture of $200.00 • Date-stamped online contract cancellation requests or date-stamped email communications received on or after January 2: Forfeiture of $200.00 and payment of 40% of remaining balance owed on the entire contract (including housing and meal plans for spring term) only if the student is eligible to cancel the contract. Contract Termination, without Cancellation Fees: After the move-in date, the student will be released from this contract, without cancellation fees, only for the following reasons: 1) No longer attending the university (graduating, transferring or withdrawing) 2) Marriage, if marriage occurs after signing the contract (marriage license required) 3) Participation in an academically sponsored study abroad, co-op, student teaching, or internship program outside the Emporia area 4) Called for active military service duty 5) Significant and unforeseen health reason occurring during the contract period (do not submit medical documentation to Residential Life) 6) Received an approved request for contract release and waiver of cancellation fee charges from the Director of Residential Life Please note: The student must complete the checkout process with Residential Life staff after approval is received. Cancellation Procedure A student who is approved to move off campus must meet with their Complex Coordinator to complete contract cancellation paperwork. The student must also complete a proper check out and return their room key to complete the cancellation process. If a student fails to return the key and/or damages the room or furniture, charges will be added to their student account. Please adhere to the following procedures for cancellation requests: Upper-class Students • Visit the Reception Center to set an appointment with your Complex Coordinator • Follow all check-out procedures outlined by Residential Life Staff First-Year and Required International Students Withdrawing from University • Meet with academic advisor or Registration Office to complete the withdraw process • Visit the Reception Center to set an appointment with your Complex Coordinator Page 21 of 23
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Emporia State University Department of Residential Life Residence Hall Policies & Procedures Follow all check-out procedures outlined by Residential Life Staff
First-Year Student Requesting Off-Campus Housing • Complete the Exemption of Live-On Requirement and Contract Cancellation Request Form available from your Complex Coordinator or the Housing Assignment Coordinator • If you receive approval to cancel your housing contract, visit the Reception Center to set an appointment with your Complex Coordinator • Follow all check-out procedures outlined by Residential Life Staff Early Arrivals The Department of Residential Life works to accommodate the early arrival of students who are involved with athletics and other University departments. Coaches, supervisors, and advisors work with the Residential Life Staff for approval and to make move-in arrangements for students requiring an earlier move in date. Individual students may also request permission for an earlier move-in date; however, approval is not guaranteed and only granted for limited circumstances. All policies will be in place and enforced from the time of arrival. Billing for early arrivals is charged at a nightly rate. Billing for University sponsored groups will be invoiced to specific offices and/or organizations. Charges for individual students will post to the student’s account. All requests for early arrival should be directed to the Department of Residential Life. Students who have not received prior approval to move in early may not be permitted to move in. Liability & Property Loss Residents are encouraged to carry appropriate insurance. The University will not be liable for theft, loss, or damage to any property of the student including, but not limited to, loss from fire, flood, wind, or acts of God. Live-on Requirement Emporia State University considers the community living experience a valuable part of the total higher education experience as it assists the student in the transition to university life. Thus, ESU’s live-on requirement applies to both domestic and international students. Any student found to have intentionally ignored the residency requirement or shared inaccurate information on the residency requirement waiver may be subject to University sanctions. • Domestic Students: Emporia State University requires a student who meets either of the following criteria to live in the residence halls: 1. A student who graduated from high school December 2019 or later. 2. A student who is NOT 19 years of age before August 17, 2020. • International Students: Emporia State University requires an international student who meets at least one of the following criteria to live in the residence halls: 1. A student who graduated from high school December 2019 or later. 2. A degree-seeking student who is NOT 19 years of age before August 17, 2020. 3. A Visiting or Exchange student (attending the university for one or two semesters) who is not 21 years of age before August 17, 2020. 4. A student participating in an exchange program that requires on-campus residency. Roommate Consolidation, Reassignment, and Buyout The Department of Residential Life reserves the right to reassign students to other rooms or buildings or assess additional charges to those who remain in partially filled rooms. Reasons for Residential Life to consolidate residents include, but are not limited to, the following: in interest of health, discipline, roommate conflict, safety, welfare of the student and/or other residents, to consolidate partially filled rooms, or to address room/building Page 22 of 23
Emporia State University Department of Residential Life Residence Hall Policies & Procedures maintenance needs. In certain circumstances, Residential Life may offer the resident the option to buyout an open bed space in a double room, effectively making the room a private room. If the resident affirms the buyout, the following will occur: resident will pay the building’s double room rate plus an additional $200/semester and a new roommate will not be assigned to the open bed for that semester. Residence Hall Closing At the end of each semester, residents are expected to vacate the residence halls within 24-hours after their last final, or the timeline outlined by Residential Life. Residents should follow steps outlined by Residential Life staff when completing the check out process. Room Changes Residents may request a room change through Residential Life professional staff. Room changes are granted at the discretion of the Residential Life professional staff, but are not guaranteed. In response to COVID-19, room changes will only be granted for emergency situations. • Notify your Resident Assistant that you wish to change rooms. The Resident Assistant will work with you to resolve any concerns in your current room, discuss desired room type/availability, and or additional needs that you have. • Often times, it is helpful to determine possible solution to the roommate conflict before meeting with Residential Life staff. Residential Life Staff will typically work with you and your roommate(s) to resolve issues within the room before approving a room change. • If an emergency situation arises (true safety and security concern), please seek out a Residential Life staff member (Current Resident Assistant, Complex Coordinator, Reception Center Staff, etc.) for an immediate response* • Schedule an appointment with the Complex Coordinator at the Reception Center located within your building. If a room change is approved and possible, the Complex Coordinator will work to find the best fit, but cannot guarantee satisfaction with your new living situation. • Keep in mind that room changes are not always possible. • Contingent upon approval for a room change, you will need to complete necessary steps outlined by Residential Life Staff to complete your move. If a room change is to a different room type, your student account will reflect changes based on your check-out date. • Residents who attempt to change rooms, without prior approval, may be charged an improper check-out fee and be required to return to the original room assignment. Winter Break Housing The housing contract does not include Winter Break housing (5:00 p.m. on November 22, 2020 until noon on January 18, 2021). Should Winter Break housing be offered and available, the student will complete a separate process and pay additional housing fees as designated by Residential Life.
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